Assign Dialog
When users navigate to the ‘Assign’ dialog, they can assign documents in various ways, such as to particular metadata fields, Folders, Workflows, Tags, Gridlinks, Locations, etc. This is particularly useful for bulk-assigning documents.
What you can do in the Assign dialog
- Assign documents to metadata fields
- Apply or remove tags, folders, and locations
- Send documents to workflows
- Use bulk assignment actions on selected documents
Assign dialog
The horizontal toolbar of the ‘Assign’ dialog lists the options users can select from for assigning.
| Field | Description |
|---|---|
| Details | Users can select from one or many metadata field(s) by clicking on the square to assign documents to the selected metadata field(s). |
| Tags | Users can bulk assign documents to tag(s), as well as un-tag document(s) in this section. |
| Folders | User can bulk assign documents to folder(s), as well as remove documents from folder(s) in this section. |
| Locations | Users can allocate documents to locations, as well as remove documents from location(s) in this section. |
| Workflows | Users can send documents to workflows in this section. |
| Review | Puts every selected document on a review schedule. Requires the Documents - Manage Review Schedules permission. See Setting up review for many documents. |
| Grid Links | Users can select from custom field templates to allocate documents in a grid link in this section. |
| Delete | Users can bulk-delete selected documents, when permission is granted to the users. |
How to select documents for assigning
Users can select one or multiple documents for assigning documents:
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Individual Selection: Select the box by the relevant document, ticking it for selection
-
Section Selection: Click on the box of the first relevant document in the selection. Hold down the 'Shift' key. Click the last document in the relevant selection.
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Select All: Click on the upper-most box in the Doc Grid to select all documents
How to assign documents
| Step | Description |
|---|---|
| 1 | Click on the box icon to select the relevant document(s) OR directly click on ‘Assign’ and choose ‘Select All’ to select all documents in grid display. Note: The upper most checkbox in the toolbar can be used to select all or deselect all documents. |
| 2 | Click on ‘Assign’ and choose ‘All’ or ‘Selected’. |
| 3 | From the horizontal toolbar in the pop-up dialog, select what you want to assign the document(s) to (Document Details, Tags, Folders, Workflows) and complete the relevant content in the dialog. |
Here is an example of assigning documents to a tag:
Example: Bulk Assigning Documents to a Tag
Setting up review for many documents
Select the documents in the grid, right-click one of them and choose Set Up Review. The Assign dialog opens on its Review tab.
Bulk review set-up
The tab asks the same questions as a single document's Review section, in this order: Review type, Reviewed by, Review every, Time of day, Open review before due and First review due. Choosing a Review type fills in its reviewing group.
Select Set up review. Set up review stays unavailable until a review type or a group is chosen, and a One-off review also needs a First review due date. A document that already has its own schedule is updated rather than given a second one; the confirmation reports how many documents were scheduled and how many were updated.